U.S.

Fair Labor Standards Act (FLSA)

and iPMS Timesheet Compliance
Supervisor Communication
April, 2011
Time Sheet Compliance

AGENDA

This presentation contains important facts, a summary of your responsibilities, a review of

Integrated Project Management System (IPMS) basics and new system features along
with screen shot instructions on how to review time worked.

• Important Facts

• Supervisor Responsibilities

• Basics & New Features

• How-To Instructional Screen Shots

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Time Sheet Compliance

Important Facts

TCS is launching a revised iPMS timekeeping system to be used by employees to

report their hours of work each week and to properly pay employees for their work
time. Supervisors are required to review and approve/reject employee time entries
each week.

• The Fair Labor Standard Act (FLSA) requires accurate timekeeping for companies
to record employee work schedules and to satisfy wage and hour compliance.

• The updated digitized system requires you to review hours worked and to approve
or reject each Friday by 6pm.

• The Department of Labor (DOL) audits TCS timesheet records regularly and the
company will be fined if we are not in compliance.

• No manual adjustments or paper time sheets will be taken after the launch of this
revised automated system.

• The new system is set to launch April 2011.

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Timesheet Compliance

Supervisor Responsibilities

• All Supervisors are required to review and approve or reject time worked on a
weekly basis to ensure that employees are paid accurately and that TCS is in
compliance.

• Time must be reviewed/approved/rejected weekly in iPMS for Payroll processing by

Friday evening at 6pm.

• Understanding this time keeping tool and diligently approving time is critical.
As such, it may be wise to add a regular reminder to your calendar.

• IMPORTANT: Supervisor compliance activity will be maintained in a monthly scorecards.

This scorecard will be shared with the supervisor, IOU Head, Geography and Corporate
Leadership.

 If you are under 50% compliant, each quarter this information will be sent to your HR
Deployment Partner, IOU Head and Geography Head.

 Compliance can/may affect your H1/H2 Performance Rating.

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Timesheet Basics: Weekly Reviewing/Approving/Rejecting Employee Time
Where Do I Go to Review Time?

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Timesheet Basics: Weekly Reviewing/Approving/Rejecting Employee Time
Where Do I Go to Review Time (Cont’d)?

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Timesheet Basics: Weekly Reviewing/Approving/Rejecting Employee Time
Where Do I Go to Review Time (Cont’d)?

Click on Timesheet Approval

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Timesheet Basics: Weekly Reviewing/Approving/Rejecting Employee Time
Where Do I Go to Review Time (Cont’d)?
NOTE: Both FLSA Approval and Timesheet Approval MUST be done WEEKLY by Friday evening at 6pm.

Click on FLSA Approval to get to Click on Timesheet Approval for

Payroll Approval or Rejection Screen billing purposes

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Timesheet Basics: Weekly Reviewing/Approving/Rejecting Employee Time
Where Do I Go to Review Time (Cont’d)?

1. Open box to select S/WON 2. Once S/WON is selected, the

name will auto-populate
3. Click on “Show” button and the box
below will appear with your team
members allocated to this S/WON

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Timesheet Basics: Weekly Reviewing/Approving/Rejecting Employee Time
Where Do I Go to Review Time (Cont’d)?
NOTE: Supervisors need to review and approve or reject time each week on Friday before 6pm EST!!

• Approved time will appear as green

• Rejected time will appear as red
• Supervisor still needs to address the “Description Column”

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New Features: Retroactive Time Record Correction

There will be times when employees will need to correct past time records that have been
saved/approved. A new digitized retro feature allows employees to enter omitted time (not
entering hours for a day worked) or time entered incorrectly from a previous pay period,
already paid to the employee.

• Retro time correction must be submitted within 30 days of the omission.

 Example 1: An employee needs to correct a time entry from a prior pay period.
 Example 2: An employee forgot to enter time before the monthly timesheet freeze.

• Inform your employee if you reject retro hours entered by your employee.

• IMPORTANT: Your approval is required for employee’s retro time correction to flow to
payroll!

• Upon approval, your employee will receive payment for these retro hours on the following
pay date.

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New Features: Retroactive Time Record Correction
Approving Time for Retro Hours/Pay Functionality
IMPORTANT: Retro time will flow to payroll only after your Approval.
If you take no action on retro pay for 30 days, the system will auto reject the entry made by the employee.

2. Select day(s) for approval 4. Enter Explanation

3. Select approve or reject

1. An employee who updates retro time will have an “i

“icon by their name (“i” for information) . When you click 4. Indicates under or over 40 hours regular work
this icon, a pop-up box appears.

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New Features: Reporting
Supervisor Reports on Timesheets

From the Timesheet Approval Screen you are able to run various timesheet
reports. Click Reports and the pop up box with your choices appears.

1. Supervisors can generate reports

as per the description of the reports.

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QUESTIONS

If you have any questions please contact

HR Deployment Partner

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